Medically Challenging Case Program



Practice Empowerment:
Patients. Community. Partners.

November 15-19, 2018
Seattle, Washington

 

Submission POLICIES AND PROCEDURES

Submission Deadline

The deadline for case submission is 11:59 PM (CDT) on August 23, 2018, Cases must be submitted electronically via the online form, and they must be complete, including the author listing. ACAAI will not accept any cases or changes to cases after the submission deadline. Case changes include: changes to title or body, changes to presenting authors, author additions, revised author names, and/or revised author listing. This deadline applies to ALL Medically Challenging Case abstract submissions.

Submission Fee

There is a $60 non-refundable fee for each abstract submission. Payment does not guarantee that the abstract will be accepted. Payment must be made by credit card (Visa, MasterCard or American Express). Purchase orders and checks will not be accepted.

Should You Submit a Case?

Medically challenging cases should illustrate one of the following:

  • The management of novel or very uncommon diseases
  • A common disease presenting in an uncommon way
  • An uncommon disease masquerading as something more common
  • Cases which expand understanding of disease pathogenesis
  • Cases where the teaching point is based on an error
  • Cases which allow us to re-think established medical lore
  • Unreported adverse effects of interventions (drug, procedural, or other)

Before you begin writing the abstract, present a quick summary of your case to colleagues or mentors to determine if they agree that the case is worthy of presentation. It is important to contribute something unique, but not if it depends on some trivial variation from previously presented cases. For example, drug reactions often merit a case report, but not if it is simply a report of a drug in a class whose other members are known to cause the same reaction.

The anonymity of patients presented should always be maintained.

Once you have decided to submit a case report abstract, describe it in such a way as to make it interesting, yet conform to the accepted format. You will find suggestions below on both style and format.

Editorial Policies for Authors

Author Information: Deciding upon the authorship of a case report can be tricky. In the past, it was acceptable to include as authors those contributing to the management of the patient, but this is no longer true. Currently, it is expected that the authors contribute significantly to the intellectual content of the case report. For further clarification, please review the guidelines established by the International Committee of Medical Journal Editors (ICMJE).

Reproduced Materials: When previously published figures or tables are used, the author must obtain written permission from the copyright holder (usually the publisher) to reproduce the material in print and online. An appropriate credit line should be included in the figure legend or table footnote, and full publication information should be cited in the reference list. Letters of permission must accompany the manuscript at the time of submission.

Abstract Author Disclosure of Financial Relationships: All authors must complete the online Disclosure of Financial Relationships by August 23, 2018. Failure to comply with this requirement will result in the author being removed from the abstract. Disclosure of relevant financial relationships includes the commercial interest name, the role played, and what was received.

  • Type of relationships include: employee, consultant/advisor, speaker, supported/contracted research, patent holder/royalty IPR, board member (for profit organizations), author/editor
  • Types of financial incentives received include: salary, ownership interests (stocks or other ownership interests, excluding diversified mutual funds), consulting fees, honorarium, grants, royalty, intellectual property rights, or other financial benefit

Employees of pharmaceutical or medical device companies or other ACCME-defined commercial interests are prohibited from presenting or preparing CME content for Oral Abstracts; however, abstract authorship is allowed and will not be an exclusion to selection for Oral Abstracts. Industry employees are permitted as electronic poster presenters.

An ACCME-defined commercial interest is, “any entity producing, marketing, reselling or distributing healthcare goods or services used on, or consumed by, patients.”
The ACCME has not set a minimum dollar amount for relationships to be considered relevant and does not use the term significant to describe financial relationships. Inherent in any amount is the incentive to maintain or increase the value of the relationship.

Commercial Bias: All abstracts must be devoid of commercial bias. Trade names should not be used in the title or body of the case report when referencing drugs, devices or instrumentation. Any medications or other substances referred to in the presentation material should be identified by their generic name or description. Trade name violations/commercial bias will result in below average scores. Failure to disclose financial relationships with ACCME-defined commercial interests will prohibit an author/presenter from participating in oral and poster sessions.

Abstract Withdrawal

If the Presenting Author wishes to withdraw his/her case from the Annual Meeting program, a written request must be submitted to education@acaai.org by August 23, 2018.


Submission Details

You Will Need to Submit the Following

  1. List the authors in the order in which they should appear in the abstract, presenting author first.
  2. First Name, Middle Initial and Last Name
  3. Company/Institution Name
  4. City, State and Country (where employed)
  5. Author Email
  6. All authors listed will receive an email with a link for completing their disclosure. Please make sure they respond; all authors listed on your abstract are REQUIRED to disclose and it will be your responsibility as the Submitter and/or Presenting Author to follow-up with the other authors to make sure the disclosures have been submitted.
  7. Your abstract WILL NOT be reviewed unless all listed authors have: a) approved the submission of the abstract for consideration for presentation at the ACAAI 2018 Annual Meeting; and b) completed their online disclosure by August 23, 2018.

Organization of Abstract Body

Title: (maximum 15 words) The title is a summary of the abstract itself and should convince the reader that the topic is important, relevant, and innovative. However, don't tell everything about the case in the title, otherwise the reader's interest might lag. Avoid giving away the diagnosis, rather, focus on symptoms or signs that were challenging. Make the title short, descriptive, and interesting.

Capitalize only the first letter of each word of the title. Do not use formatting tags in the title. The title will be formatted automatically by the system at the time of print production. Abbreviations must not be used in the title.

Abstract: (maximum of 250 words) Each Medically Challenging Case abstract should contain:

  • Introduction
  • Case Description
  • Discussion

Be sure to use the words “Introduction, Case Description, Discussion” in the body of your abstract to indicate the start of each new section. The abstract title and author information should not be included in the body of the abstract.

Best results are achieved copying and pasting directly from a Word document. Please make sure that you use the "Insert Symbols" feature in Word for any mathematical, Latin or scientific expressions. If you are entering the copy directly onto the Abstract Form, you must use the “Symbols” icon to ensure your result is displayed accurately. Always verify that your information is correct prior to submitting by selecting "Print Preview."

Introduction: Most case report abstracts begin with a short introduction. This typically describes the context of the case and explains its relevance and importance.

Case Description: When reporting the case, follow the basic rules of medical communication; describe in sequence the history, physical examination, investigative studies, and the patient's progress and outcome. The trick is to be complete without obscuring the essence of the case with irrelevant details.

Discussion: The main purpose of the discussion is to review why decisions were made and extract the lesson from the case. Not uncommonly, reports from the literature, or their absence, are cited that either directly support or contradict the findings of the case. Be wary of boasting that your case is the "first" to describe a particular phenomenon, since even the most thorough searches often fail to reveal all instances of similar cases. Keep in mind that the best-case report abstracts are those that make a small number of teaching points (even just one) in clear and succinct language.

Writing Tips

When writing the abstract, avoid the use of medical jargon and excessive reliance on abbreviations. Limit abbreviations to no more than three, and favor commonly used abbreviations. Always spell out the abbreviations the first time they are mentioned unless they are commonly recognized (e.g., CBC). DO NOT include the name of the institution or sponsor.

It typically takes several days to write a good abstract, and the process should not be undertaken alone. Get help from a mentor who is not familiar with the case; such mentors can quickly point out areas that are unclear or demand more detail. Make revisions based upon the feedback. Finally, have others read your draft in order to check for technical errors, such as spelling and grammar mistakes. Reading the abstract out loud is another good way to catch awkward phrasing and word omissions.

Clinical Image or Figure

A single image or figure may be submitted if they illustrate a key clinical finding. Findings should also be described in the narrative since they may be compromised in publication. The figure or image should be a .jpg file not exceeding 500kb.


Medically Challenging Case Acceptance

If the abstract is accepted for presentation at the 2018 ACAAI Annual Meeting, the submitting author will be notified via email in early September. Only the submitting author will be notified of abstract programming. Please make sure all contact information is accurate. The notification will include the date, time and location of the presentation session.

For your convenience, all accepted posters for the 2018 ACAAI Annual Meeting will be displayed electronically. Complete details regarding the electronic posters will be sent to the submitting author of accepted abstracts in early September. Abstracts scheduled for presentation will be grouped by topic, numbered and listed in the program and published in the Annals abstract supplement. The decision of the ACAAI Abstract Review Subcommittee regarding acceptance and presentation of abstracts is final.

Meeting Registration

All authors who will be attending the Annual Meeting must register online for the meeting and pay any applicable registration fees. The meeting registration site will open in early August

Electronic Posters

For your convenience, all accepted posters for the 2018 ACAAI Annual Meeting will be displayed electronically. In addition to display in the e-poster location during the times that the Exhibit Hall is open, they will be available online 24/7. There will be monitors available during any of the non-display times and you should feel free to invite your colleagues to come view and discuss your e-poster during one of those times. Technical staff will be available to assist throughout the meeting. Complete details regarding the electronic posters will be sent to the submitting author of accepted abstracts in early September.
 

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